Limited-Access Task Workflow for Mobile Users

[SMomo]

I want to create an automated process in HubSpot with the following workflow:

• Trigger: When a deal moves into Deal Stage B.

• Action: Automatically create a task assigned to two specific colleagues.

• These colleagues should:

  • Have limited permissions in HubSpot.

  • Be able to view and complete the task.

  • Access the associated deal and contact records, including any attachments.

  • Use only the mobile app for access.

Next Step:

• Ideally, once the colleagues complete their part, they can update the deal — either by:

  • Clicking a custom button, or

  • Changing a custom property (e.g., “Deal accepted?”).

• This update would then automatically move the deal to Deal Stage C.

How can I create the process? What would be the permissions for those 2 of my colleagues?

[ArisudanTiwari]

@SMomo ,
Here is your second answer about workflow:

1. Create the Workflow

• Go to: HubSpot → Automation → Workflows → Click "Create Workflow".

• Select: Deal-based workflow.

2. Set the Trigger

• Trigger: "When deal stage is any of 'Deal Stage B'."

3. Create the Task for Review

• Click: "Add Action" → Search for "Create Task".

• Task Title: "Review and Accept Deal – [Deal Name]" (keep it clear).

• Assigned To:

  • If HubSpot allows multiple assignees, select both colleagues.

  • If not, add two separate "Create Task" actions (one for each person).

• Due Date: 1 day after trigger (adjust as needed).

• Task Notes:

  • "Please review the deal details and attachments in the mobile app. Once approved, update the 'Deal Accepted?' property to 'Yes'."

4. Wait for Approval

• Click: "Add Action" → Search for "Wait until".

• Condition: "Wait until the custom property 'Deal Accepted?' equals 'Yes'."

5. Move Deal to Next Stage

• Click: "Add Action" → Search for "Set Deal Stage".

• New Stage: "Deal Stage C".

6. Save & Turn On

• Test: Run a manual test with a sample deal to ensure it works.

• Activate: Toggle "On" once confirmed.

[ArisudanTiwari]

Hi @SMomo ,

Here’s the answer to your first query:

Currently, HubSpot does not offer a built-in setting to restrict users to the mobile app only. The permissions and access controls you configure apply universally across both desktop and mobile platforms. While login restrictions and asset-based permissions are available, they cannot limit access by device type.

However, to meet your need for mobile-only users with limited access, here’s a recommended setup:

Go to Settings > Users & Teams > Teams.

Create a new team (e.g., "Mobile Task Team") and add your colleagues.

Assign them a custom role with these permissions like:

• Deals: View only
• Contacts: View only
• Tasks: Edit (to complete tasks)
• Files: View (to access attachments)

• Under the Communicate section of user permissions, configure access so they can only interact with records they own or are assigned.
• 

[HKoch · Accepted solution]

Hi @SMomo 

Trigger:

• When a deal moves to Deal Stage B

Actions:

1. Create a Task

   • Go to Workflows > Create Workflow (Deals-based)

   • Set the trigger: "Deal stage is any of Deal Stage B"

   • Add action: “Create Task”

     • Title: e.g., “Review and accept the deal”

     • Assign to: Select the two colleagues (if you can only assign to one, create two parallel "Create Task" actions)

     • Due date: Set relative to trigger (e.g., within 1 day)

     • Notes: Include instructions

2. Wait for Custom Property Change

   • Add a “Wait until” action:
     Wait until custom property “Deal Accepted?” = Yes

3. Move Deal to Stage C

   • Add action: “Set Deal Stage to Deal Stage C”

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🔧 Colleague Interaction (Mobile App Only)

Since your colleagues will only use the HubSpot mobile app, here’s what they must be able to do:

• View assigned tasks

• View and complete task notes

• Access the related deal and contact records

• Update a custom property or trigger a status change

Recommended Interaction:

• They open the assigned task via the mobile app

• Tap into the associated deal

• Scroll to the custom property “Deal Accepted?” and set it to “Yes” (this is easier and more mobile-friendly than a custom button)

• This triggers the workflow to move the deal to Stage C

 

Required HubSpot Permissions

You can customize permissions in HubSpot Settings > Users & Teams > Permissions.

Object Access:

Object	View	Edit	Delete
Contacts	Owned only	Owned only	None
Companies	Owned only	Owned only	None
Deals	Owned only	Owned only	None
Tasks	All	Owned only	None

• Files & Attachments: Enable access if you attach files to deals or tasks

• Custom Properties: Make sure they can view and edit the property “Deal Accepted?”

• CRM Mobile Access: No special permission needed; HubSpot mobile app reflects CRM permissions automatically

Other Access:

• Marketing, Reports, Automation: None needed

• Sales Tools: Minimal or none, unless using Sequences or Templates

Optional: Use Custom Views or Notifications

• Create a custom task view filtered by user and status (e.g., “Incomplete tasks assigned to me”)

• Use task reminders and mobile push notifications to prompt action